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PA - Legal Full Time

at DST Systems in Basildon (Published at 16-04-2018)

DST are looking for a legal PA for 8 months on a fixed term contract to provide administrative support to the Executive Director of Legal, Director of Legal , Associate Director (x2), Senior Legal Counsel (x 3) and company secretarial support for Executive Committees throughout the business.

Main Responsibilities

Assisting with the preparation of the Monthly Platform Executive Committee and RIS Executive Committee (including: liaison with the ExCo members, drafting agendas, co-ordinating the reports and distributing packs to the ExCo members on time and ensuring meeting Minutes are signed and filed away appropriately). FINANCE SUPPORT (LEGAL TEAM EXPENDITURE):

Assisting the Legal team (in particular the EDoL) with external billing for suppliers. Running reports (work in progress reports), documenting team expenditure (using our legal pipeline document) and raising purchase orders as required. GDPR Project

Providing general support for the GDPR project alongside the procurement/ vendor management teams including: tracking and identifying the Vendors in-scope for GDPR clauses and drafting template letter(s) to be sent to the Vendors and liaising to with DMD to co-ordinate distribution of letters.

TEAM MANAGEMENT:
Recording and authorising team holidays and sickness ensuring adequate cover is provided.Ensuring company training competencies are met by ALL legal team members and maintaining CPD records & Practising Certificates for the teamAssisting the EDoL with general team administration tasks (including homeworking rotas, weekly planners, structure charts, desk and cabinet moves etc.)Coordinating the appraisal process for the legal team (ensuring forms are completed and meetings are arranged / take place within the deadline period)Assisting with the set-up of new joiners (ensuring all arrangements are in place for their arrival (IT equipment/ access, security passes, business cards etc.). LEGAL TEAM ADMINISTRATION:

Extensive Diary and Email Management (responding to meeting requests/ emails and being the point of contact for availability). Monitoring the inbox of the Executive Director of Legal on a daily basisArranging meetings and conference calls (internal and external), booking meeting rooms, organising catering and IT equipmentArranging car parking and hot desks at other DST officesAnswering the telephone (internal and external) - assisting with queries, redirecting calls and passing on messagesProviding support and scheduling preparation for the EDoL (including regular meetings and communication to ensure priorities are met and foreseeing requirements ahead of each day / week ahead)Booking conferences and seminars and membership renewals, arranging for authorisation of training requestsOrganising travel (flights, accommodation, transfers and airport parking etc.)Drafting of bridging letters (upon request) for the companyUndertaking various document and typing work - contract amendments, formatting, copy typing, emails, letters, presentation slides and Excel spreadsheetsAssisting in preparation of agendas and minutes (including for Team Meetings)Proofreading agreements and schedules, plus other documentationCoordinating items for signature and authorisation - e.g. invoicesPhotocopying, scanning, printing and binding documentationLiaising with external suppliers (mainly law firms)Screening incoming post and external post (i.e. arrangement of couriers and special deliveries)Outlook organisation - emailing filing on a daily basisOther ad hoc tasks as directed (including: ordering of business cards, meeting and greeting guests etc.)Following up on actions and reminding team members when appropriateActing as a mentor and providing additional supervision to Legal Team AssistantProviding Luxembourg PA support Ideal Candidate

Intermediate to Advanced knowledge in: Microsoft OutlookMicrosoft WordMicrosoft ExcelMicrosoft PowerPointGood communication skillsILEX Legal Secretaries Diploma (or equivalent to)


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